Requirements

1. Prior notification of distribution details and any changes to ABC

You must obtain ABC’s agreement that your distribution system is capable of being compliant and verifiable to ABC standards before the distribution of the first issue for which you intend to claim pick up copies. This will include:

The method of distribution.

A master list of all distribution points .

There must be a separate, verifiable, method of distribution statement for each Distribution Cycle, and the statement should reflect the total distribution and describe where and how copies are distributed.

There must be a separate, verifiable, normal distribution schedule for each Distribution Cycle, which is a statement reflecting when the copies are normally distributed.

The master list of distribution points will include details of all distribution points supplied.

After initial approval of the distribution system, you must, on an on-going basis, notify ABC of any changes to the method of distribution or details on the master list of distribution points (such as changes in distribution quantities, distribution dates, new or ceased distribution points) as and when they occur.

2. Distribution follows a regular and consistent pattern to known distribution points

All issues will be part of a Distribution Cycle.

A Distribution Cycle is defined as a controlled and recognisable regular pattern of distribution, based on issues.

Note: Any claimed free circulation categories not distributed on an every issue cycle must follow the same Distribution Cycle based on issues. For example if you move Free Letterbox Delivery to a 2 weekly cycle then Free Pick Up must either remain on an every issue cycle or also follow a 2 weekly cycle.

The same distribution points must be distributed to within each Distribution Cycle (subject to notified and allowable changes).

Example 1: Delivery could be on an all issue Distribution Cycle. This would mean the same distribution points are delivered to for every issue.

Example 2: A weekly publication could be delivered on a 3 weekly cycle. This would mean the same distribution points are delivered to on weeks 1, 4, 7 etc, a different set of distribution points are delivered to on weeks, 2, 5, 8 etc and a different set of distribution points are delivered to on weeks 3, 6, 9 etc.

Example 3: A daily publication could be delivered to the same distribution points each Monday, and to a different set of distribution points each Tuesday to Friday.

Gross distribution (i.e. supply) quantities must be broadly the same for all issues within a Distribution Cycle (except for permitted variations detailed in (d) below).

A distribution point is defined as an agreed location at which copies are handed to or left for pick up by the consumer.

Note: A distribution point is defined at the micro level. For example: a single dispensing bin or single hand merchandiser as opposed to say a group of dispensing bins at a particular location.

Only distribution points in the UK or Republic of Ireland can be claimed.

The distribution points claimed must be consistent with the method of distribution statement for each Distribution Cycle.

ABC must have the right to visit or contact distribution points for verification purposes.

Gross distribution (i.e. supply) quantities must be broadly the same for all issues across all Distribution Cycles (except for permitted variations detailed in (d) below).

The permitted variations in gross distribution (i.e. supply) quantities for an issue are as follows. When compared to the previous ABC reporting period’s total average gross Free Pick Up distribution, an issue may be varied:

For all titles:

By up to 10%, without any stipulation or notification requirements.

By greater than 10%, on an ad hoc basis as long as it is due to exceptional circumstances (for example due to tube strikes, severe weather) and ABC is notified within one month of the issue or before the claim is submitted to ABC (whichever is the sooner).

By greater than 10% on a planned and regular basis to account for seasonal variations in the audience (for example a two week reduction in gross pick up copy distribution due to a holiday period). In this instance the publisher must notify ABC and obtain our agreement in advance, and include details of the seasonal change within their method of distribution statement for the affected Certificate.

Only for publications published more frequently than weekly (e.g. daily):

If applying the permitted variation under points i) to iii) above you must compare the gross distribution for a Monday issue compared against the previous ABC reporting period’s total average Monday gross pick up distribution, same for Tuesdays, Wednesdays etc.

For example: Daily title with a daily Distribution Cycle

Mon

Tues

Weds

Thurs

Fri

Fee Pick Up Circulation Qty

10,000

0

5,000

0

20,000

Dist’n points

City Centre

-

City Centre

-

City and Suburbs

In this case, with the exception of ad hoc or seasonal variations:

10,000 for Mondays must be within 10% of total average free pick up for Mondays for previous ABC reporting period.

5,000 for Wednesdays must be within 10% of total average free pick up for Wednesdays on previous ABC reporting period.

20,000 for Fridays must be within 10% of total average free pick up for Fridays on previous ABC reporting period.

For example: Weekly title with a 2 week Distribution Cycle

Week 1

Week 2

Week 3

Week 4

Circulation Qty

10,000

9,000

10,000

8,600

Dist’ points

City Centre

Suburbs

City Centre

Suburbs

In this case, with the exception of ad hoc or seasonal variations, if the total average free pick up distribution for previous certificate is, say, 9,500 then each issue (for all Distribution Cycles) must be within 10% of this – i.e. between 8,550 and 10,450.

3. Copies are made available at the known distribution points for pick up or receipt by consumers

You must be able to provide evidence, from the third party responsible, of the number of copies of the publication made available for pick up or receipt at each distribution point by consumers. Note:

Where the copies are made available for pick up or receipt at distribution points by drivers/distributors that are not 3rd party to the publisher (such as in-house distributors or from a joint venture), it may be possible to include these in the claim as long as:

It can be demonstrated that the drivers/distributors have sufficient independence and are specifically contracted to deliver/distribute the publication.

The auditor/ABC has full and unrestricted access to the relevant parties’ documentation and financial records.

ABC has specifically agreed this distribution method.

Where your ABC pick up claim is for the net number of copies picked up or received by consumers at a distribution point, you must be able to provide evidence of the number of copies returned/not picked up at each relevant distribution point.

For non-daily publications, all copies must be delivered and made available within 24 hours of the majority of the rest of the distribution (with the exception of top-up copies – see below).

You can make ‘top- up’ supplies of an issue after the initial supply at a distribution point, as long as:

They are delivered before the distribution of the subsequent issue.

For non-daily publications:

The initial supply to a distribution point is made within 24 hours of the majority of the rest of the distribution

Any top-up supplies to a particular distribution point beyond the initial supply are not individually greater than the initial supply.

4. Quantity claimed should not exceed potential demand by the intended consumers

Your ABC pick up claim must be reported as a minimum as follows:

Daily publications (except copies distributed airside and on trains): must be reported on a net basis (i.e. those made available less copies not picked up by consumers).

All publications distributed airside and on trains must be reported on a capped basis. This means the number of copies claimed will be limited to designated caps – see Caps by Supply Type section for details.

As an option you can report copies of non-daily publications distributed in a public place (either by hand merchandiser or via distribution bins) on a net basis as long as:

There are 1 or more distinct Distribution Cycles, each cycle being completed within 24 hours.

For each distinct Distribution Cycle you have third party evidence of the net distribution (i.e. those made available and actually collected/handed out).

5. Effective management controls over distribution

The publisher is responsible for ensuring that the copies they claim have been delivered and if applicable returns/copies not picked up are accounted for. This requires a publisher to have appropriate management controls and processes in place to ensure that this is happening.

6. Reported by distribution type

Net distribution for daily publications (excluding airside and on trains) and optionally for non-daily publications distributed in a public place; or

Capped distribution for non-daily publications and daily publications distributed airside and on trains.

7. Reported by distribution point type

Distribution will be reported analysed for the selected normal issue by distribution point type.

Reporting

You will report pick up copies as follows, which will be broken out on the ABC Certificate:

By geographical type:

United Kingdom and Republic of Ireland as one figure.

By total average pick-up copies per issue for the period, analysed into:

Net distribution

Capped distribution

By total pick up copies for the last issue in the period of each Distribution Cycle (ignoring excluded issues), analysed by distribution point type.

Daily publications must report this for each issue in the last week of each Distribution Cycle in the period. For example: A daily publication using a 2 week Distribution Cycle will report an analysis of pick up copies by distribution point type for each issue in both the ultimate and penultimate weeks.

The total number of distribution points for the last issue in the period (ignoring excluded issues) of each Distribution Cycle will be reported.

The method of distribution statement for each Distribution Cycle.

The normal distribution schedule for each Distribution Cycle.

A statement describing the Free Pick Up Copies Distribution Cycle. For example: weekly or 2 weekly.

Each issue where the total claimed pick up copy figure (i.e. net and/or capped as applicable) varies by more than 10% (increase or decrease) from the previous period’s total average pick up copy claim* will be identified on the front page of the relevant Certificate. Note:

*For daily publications the issues identified on the front page of the Certificate will be those where the claimed pick up figure varies by more than 10% compared to the previous period’s total average pick up claim for the corresponding day of the week (i.e. compared to average Monday, average Tuesday etc).

This requirement is not applicable if the previous period or current period Free Pick Up average is zero.

Guidance

G1. Prior notification of distribution details to ABC

The method of distribution statement should be as detailed as possible but must also be verifiable from evidence.

The master list of all distribution points. We would expect this to include the following for each distribution point:

The master list of all distribution points must be supplied to ABC at the time the distribution point and process is submitted to ABC for approval prior to certification. All changes to the above details for existing distribution points, any removal of distribution points and all additions to the distribution points should be notified to ABC as and when they occur.

Other information needed for audit typically will include:

Issue by issue free pick up summary: This is an issue by issue summary of the claimed free pick up distribution compiled from the Detailed Issue Distribution Lists (see below).

Detailed Issue Distribution List: This form includes on an issue by issue basis:

Name/identification of distribution point

Type of distribution point (e.g. hotel), manned or unmanned

Gross supply

For copies claimed on a net basis:Returned/damaged copies

For copies claimed on a capped basis: the cap percentage or number

Net distribution

Actual day/date of delivery

For copies claimed on a net basis: Actual day/date of collection of returned/damaged copies

Copies that are purchased from distribution points are still eligible as pick up circulation as long as they comply with the pick-up rules.

G2. Distribution follows a regular and consistent pattern to known distribution points

A distribution point is defined as an agreed location at which copies are handed to or left for pick up by the consumer.

You should be able to provide details of the terms and conditions between the publisher and the distribution points for the supply and collection of copies, including any financial arrangements.

Examples of ineligible distribution (because it is not regular and consistent) include distribution to irregular exhibitions, rotational sampling, and variations in gross supply due to fluctuations in demand (except as allowed due to seasonal variation rules).

G3. Copies are made available at the known distribution points for pick up or receipt by consumer

You must be able to provide evidence, from the third party responsible, of the number of copies made available for pick up or receipt at each distribution point by consumers.

Typically, suitable evidence will be a delivery note signed and dated by a responsible third party individual (at the time of delivery) confirming the number of copies of the particular issue of the publication supplied and that they have made available for pick up or receipt at the particular location.

Where the individual confirming the delivery is the driver/distributor, additional verification such as the deliverer’s manager signing to confirm completion, or the inclusion of a time of delivery may be required where ABC deems appropriate for audit purposes.

If the evidence is from an individual that is not third party to the publisher (such as an in-house driver) then the records that additionally might be needed for audit could include run/route sheets, evidence of contractual arrangements, wage claims of distributor invoices.

Ordinarily an individual based at the distribution point should be signing the delivery note at the time of the delivery. However if the signatory is unavailable at the time of delivery they can complete the delivery note left with the consignment and return to the publisher within 5 working days or before the distribution of the next issue (whichever is the sooner).

With ABC’s agreement you may be able to maintain documentation on a team basis for a group of merchandisers or a group of dispensing racks at a designated location (for example at a train station).

Where your ABC pick up claim is for the net number of copies picked up or received by consumers at a distribution point, you must be able to provide evidence of the number of copies returned/not picked up at each relevant distribution point.

Typically, suitable evidence will be a returns note signed and dated by a responsible third party individual (at the time of collection) confirming the number of copies of the publication returned/not picked up, including the time collected. If there is no evidence you cannot assume 100% distribution but instead due to lack of evidence must treat distribution as zero.

If the evidence is from an individual that is not third party to the publisher (such as an in-house driver) then the records that additionally might be needed for audit could include run/route sheets, evidence of contractual arrangements, wage claims of distributor invoices.

Ordinarily an individual based at the distribution point should be signing the returns note at the time of the collection. However if the signatory is unavailable at the time of collection they can complete the returns/collection note left at the time of collection and return to the publisher within 5 working days or before the distribution of the next issue (whichever is the sooner).

Distributors and their agents must not have a disincentive to accurately report the net number of copies picked up/received by consumers.

With ABC’s agreement you may be able to maintain documentation on a team basis for a group of merchandisers or a group of dispensing racks at a designated location (for example at a train station).

G4. Quantity claimed should not exceed potential demand by the intended consumers

Where distribution claimed is limited by designated caps (see Caps by Supply Type section for details) you must have appropriate evidence to support the cap if applicable.

G5. Effective management controls over distribution

For each publication the detail and extent of these controls and processes will vary as they should be appropriate to the type of distribution. These could include training of staff, spot checks, customer complaint handling etc.

These controls and processes are reviewed by ABC as part of the joining process and continuing audit of a publication. These help underpin the audit in that they form part of the consideration of risk and consequently the type and extent of audit work done.

If weaknesses in management controls are found during the audit work, the publication’s circulation auditor / ABC will inform the distributor and the publisher of defined improvements to be implemented and a timescale to ensure copies are still eligible for ABC purposes.